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Administration and Data Officer
Job Summary
An opportunity has arisen for an Administration and Data Officer to join the Congenital Analysis Registration Information Service (CARIS). The post entails the handling of complex data and ensuring compliance with classification systems and governance protocols. The role will include supporting strategic initiatives through the organisation of events, report production, training delivery, and professional development. There is a strong emphasis on teamwork, quality assurance, and contributing to continuous improvement within the directorate. The ideal candidate will possess strong communication skills, technical accuracy, and a collaborative approach to problem-solving and innovation in a public health setting.
Main duties
* Support the effective functioning of Registries and Surveillance Units by managing sensitive clinical information, coordinating multi-stakeholder communication, and contributing to the delivery of high-quality data and reporting.
* Clinical coding of anomalies and procedures using ICD10, International Standard Classification of Occupation, OCPS and Orphanet.
* Compliance with information governance policies and procedures.
* Administration of the Wales Paediatric Surveillance Unit (WPSU).
* Lead the planning and organisation of events, conferences and meetings for internal and external stakeholders, chairing meetings when necessary.
* Produce accurate minutes of meetings both with internal and external stakeholders.
About Public Health Wales
We are Public Health Wales – the national public health agency in Wales. Our purpose is Working together for a healthier Wales. We exist to help everyone in Wales live longer, healthier, happier lives. Together with our partners, we work to increase healthy life expectancy, improve health and well‑being, and reduce inequalities for everyone in Wales, now and for future generations.
Our teams work to prevent disease, protect health, and provide leadership, specialist services and public health expertise. We are the leading source of public health information, research and innovation in Wales. In a world facing complex health challenges, our work has never been so important.
We are guided by our values, Working together, with trust and respect, to make a difference. We are committed to building an inclusive workplace that values equality and diversity. We welcome applications which represent the rich diversity of the communities we serve and are supportive of flexible working arrangements, including part‑time roles and job sharing.
To find out more about working for us and the benefits we offer please visit https://phw.nhs.wales/careers/
For guidance on the application process, please visit https://phw.nhs.wales/working-for-us/applicant-information-and-guidance/
Job Details
Date Posted: 07 November 2025
Pay scheme: Agenda for change
Band: Band 4
Salary: £27,898 to £30,615 a year Per Annum
Contract: Permanent
Working pattern: Full‑time
Reference number: 028-AC274-1125
Job location: Capital Quarter 2, Tyndall Street, Cardiff, CF10 4BZ
Job Responsibilities
* Receive and process sensitive and complex information for entry onto registry databases, offering advice and guidance with tact and diplomacy to colleagues and stakeholders. This involves clinical coding of anomalies and procedures using ICD10, International Standard Classification of Occupation, OCPS and Orphanet, and compliance with information governance policies.
* Communication with health and other professionals and demonstrate sensitivity when dealing with any communication difficulties and produce documentation in an easy‑to‑understand manner.
* liaison between directorates, divisions and stakeholders, to encourage collaboration and data sharing to the Registries and promote the work of CARIS, CMP and WPSU.
* Responsible for the coordination and administration of the Wales Paediatric Surveillance Unit (WPSU) study, including monthly communications to paediatricians across Wales and statistical collation and reporting of data.
* Organising and supporting broader team with organisational functions. This involves the planning and organisation of events, conferences and meetings for internal and external stakeholders.
* Provision of training to team members including new or less experienced employees.
* Resolution and/or escalation of issues or errors with individuals or departments.
* Undertake proofreading of documents and contribute to academic work with internal and external academic partners.
* Produce accurate minutes of meetings both with internal and external stakeholders.
* Maintaining project documentation to a high standard.
* Undertake continuous professional development suggesting areas of learning and improvement.
Person Specification
Essential Qualifications and Knowledge
* NVQ Level 4 or Diploma or equivalent
Desirable Qualifications
* Clinical Coding qualification
Essential Experience
* Knowledge of health surveillance registration and administration procedures
* Familiarity with medical terminology and an understanding of the principles of clinical coding
* Demonstrable experience of clinical coding
* Demonstrable experience in an administrative role
* Accuracy and attention to detail including experience of transcribing and accurate minute taking.
* Experience of communicating with all levels of professional staff and the public
* Full working knowledge of GDPR legislation including dealing with confidential, sensitive data, appropriate maintenance and storage of records including document management on SharePoint
* Working experience of Microsoft Office Suite
* Knowledge of Information Governance and data security
Desirable Experience
* SharePoint superuser
Essential Skills and Attributes
* Ability to work on own initiative and manage own workload, ensuring milestones/timelines are achieved in line with project management principles
* Good written and verbal communication skills.
* Good organisational skills.
* Ability to work independently, within a team and to take direction from senior team members.
* Problem solving and fact finding.
* Awareness of policies and procedures relating to dealing with confidential data, both personal and organisational.
* Ability to work to deadlines and under pressure.
* Continued professional development.
Desirable Skills
* Ability to speak Welsh or willingness to learn.
Essential Other
* Willingness and ability to travel between sites.
Disclosure and Barring Services
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.
Employer Details
Employer name: Public Health Wales
Address: Capital Quarter 2, Tyndall Street, Cardiff, CF10 4BZ
Employer's website: https://phw.nhs.wales/
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